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Clarifications regarding empanelment of Hotels for providing boarding and lodging services - Regarding.

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Nirvachan Sadan, Ashoka Road, New Delhi-110001

No. 590/IIIDEM/Hotel Empanelment/2018/Trg.I                                          Dated- 13th December, 2018

    All the bidders participated in the 
    Pre-bid meeting for empanelment of Hotels 
    for providing boarding and lodging services. 

Sub:- Clarification regarding tender for empanelment of hotels for providing boarding and lodging services.


              With reference to the Commission’s tender no.590/IIIDEM/Hotel Empanelment/2018/Trg.I dated 29th Nov., 2018 on the subject cited above. I am directed to state that Commission has clarified some queries raised by the bidders regarding tender for empanelment of hotels for providing boarding and lodging services :

Sr. No.


Suggested Reply


There are three geographical locations mentioned in the tender – NDMC area, Aerocity area and Dwarka area. The major areas covered under each category of geographical location in the tender may be specified.


Aerocity Area:  Hotels located in aero city area including Mahipalpur.

Dwarka area: Hotels located in any sector in Dwarka or close to Dwarka

NDMC area:- Area under NDMC limits


Since to obtain a 4 or 5 star ratings by the hotel necessary prior approvals from local authorities like Police, Fire department, FSSAI etc are required to be taken, therefore, there should be provision to tick mark for these items in the technical bid format.


Documents should not be made compulsory to be attached along with technical bid.


Only the Star rating certificate may be enclosed.

The bidders may tick mark the items in the technical bid format as “Yes or No”. No need to enclose certificates of local authorities in those categories.


Airport pick up and drop may be made on per car basis. 


Rate to be quoted per participants for Airport pick and drop (both ways).

Airport pick up and drop is mandatory whether Hotel quotes rate or not.

If hotel does not quote rate for airport pick up and drop, the bid will still be valid but the hotel will provide this facility without charging on it.


The Format “C” for audio visual requirement is to be made applicable to both kinds of requirements.

Format ‘A’ – related to accommodation, food, airport pick up and drop etc. In this case participants will be staying in the hotel.

Format ‘B’- related to work shop or conferences only. 

The charges for audio visual equipment will be part of both the quotes in Format “A” and Format “B” separately.

The financial evaluation will be done on the basis of Format “A” + Format “C” and Format “B” + Format “C” separately.



The charges on audio visual may not be taken into consideration for evaluating financial bids.  IIIDEM may chose it’s own agency for this services as these services are outsourced by hotel also and vary from hotel to hotel.

The charges for audio visual equipment for the items mentioned in Format “C” have to be quoted. 


Charges for welcome dinner

Charges for welcome dinner may be quoted for non residents only who may attend the same.  No separate charges for dinner in case of residents be quoted as this is already included in the accommodation item itself.


How the empanelment will be done

Based on quotes, the L1 will be selected.  Other technically qualified bidders will be given chance to match the L1 rates.  Those who agree with the L1 rates will be empanelled along with the Hotel who has quoted L1 rates.

For bookings first chance will be given to the L1. If that hotel expresses non availability, offer will be made to other hotels based on requirement of IIIDEM.


Yours faithfully, 

( A Mona Sreenivas )

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